Landlord Records in Nepal: Agreements, Advance and Tenant IDs

Renting a room in Nepal often starts with a handshake, a phone number and an advance. It ends, if things go badly, with an argument about what was agreed. A tidy record for each tenant removes most of that risk. This article lists the information a landlord should keep and shows how to organise it, whether in a file, a spreadsheet or in rental property software.

Note: this is about record keeping. Rules about rent agreements, registration, tax on rental income and tenant rights are set by law and can change. Check current requirements with the Inland Revenue Department, your local ward or municipality and a lawyer.

The tenant file

• Full name and permanent address. As on the citizenship certificate or other ID.
• Phone numbers. The tenant and one emergency contact.
• Copy of identification. Stored securely with limited access.
• Occupation and workplace. Useful if you need to reach the tenant.
• Family members or co-tenants. Names and relationship.
• Move-in date. And opening meter readings.

Many municipalities and local police offices ask landlords to record tenant details. Ask your ward office what is required in your area and keep a copy of whatever you submit.

The agreement

Put the terms in writing and have both sides sign, even for a small room. A good agreement states the room, rent, due date, duration, notice period, advance amount, electricity and water charges, rules on guests and pets, who handles repairs and how the advance is returned. Scan the signed copy and store it with the tenant record. Record the end date and set a reminder two months before so the renewal talk is not rushed. If the agreement includes a yearly rent increase, write down the percentage or the amount so neither side is surprised.

Advance and deposit

Record how much advance was received, on what date, by what method and who received it. Treat the advance as the tenant's money held by you, not as income. When the tenant leaves, list any deductions with reasons and evidence, such as unpaid rent, unpaid utilities or repair costs, and show the refund calculation. Give the tenant a written settlement and get a signature. Photographs of the room at move-in and at exit are very useful.

Rent history

Record every payment: date, amount, month covered and method. Issue a numbered receipt. If rent changes, record the effective date and the reason. A clear history lets you answer any question about what was paid and when, and it helps when a tenant asks for a letter confirming their address or rent payment for a bank or visa application.

Repairs and complaints

Keep a log for each room. When the tenant reports a leaking tap, record the date, what was done, who did it and the cost. Note whether it is the landlord's cost or the tenant's under the agreement. A history of repairs also tells you when a room needs repainting or rewiring, and it supports your position if a tenant says a problem was never reported.

Who should see what

Record	Owner	Caretaker	Tenant
ID copies	Yes	No	Own only
Agreement	Yes	Summary	Own copy
Rent and dues	Yes	Yes	Own only
Advance details	Yes	No	Own only

Keeping records safe

Identification copies are sensitive. Keep paper copies in a locked cupboard and digital copies in a system with logins and backups, not loose in a phone gallery. When a tenant leaves, decide how long to retain their records and then dispose of them carefully. Ask your accountant how long financial records, such as rent receipts, should be kept for tax purposes.

A short routine to adopt

1. At move-in, complete the tenant file and agreement the same day.
2. Each month, record readings, bills and payments.
3. Each quarter, review dues and agreement end dates.
4. At exit, complete the settlement and archive the file.

WebsNP sets up this routine in software with reminders for agreement renewals. Message us on WhatsApp at +977 9846280400 for a demo.

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